Attendee Training for Orlando Convention June 2014

DISTRICT 12 LEADERSHIP TRAINING

OBJECTIVES

• Objective 1: To provide an overview of daily activities at the convention • Objective 2: To provide responsibilities of delegates/alternates/clubs

carrying proxies • Objective 3: To provide opportunities to ask questions or discuss concerns

about the convention

Purpose of Conventions (Convention is the highest decision-making level of

Zonta International)

• Present an informative, motivational & educational program• Determine organizational policies• Elect ZI Officers & Directors & members of the ZI Nominating

Committee • Report & review progress in achieving Zonta’s mission & objects• Vote on proposed amendments to ZI bylaws, on dues & fees, on

resolutions, and international service projects • Introduce the program & activities for the next two years

• Thursday, June 26th Noon – 9:00pm • Friday, June 27th 7:00am – 5:00pm • Saturday, June 28th 7:00am – 4:00pm• Sunday, June 29th 7:00am – 4:00pm• Monday, June 30th 7:00am – 4:00pm• Tuesday, July 1st 7:00am – noon

Registration

Registration: Do only once during convention – take email w/ bar code on it

You will receive: • The final program• Tickets for events• Badge with name and club name• Other information & tourist information

Credentials – Delegates/Alternates/Proxies

• Thursday, June 26th Noon – 9:00pm • Friday, June 27th 7:00am – 10:00am • Saturday, June 28th 7:00am – 8:30am• Sunday, June 29th 6:30am – 7:30am • Monday, June 30th 7:00am – 7:30am• Tuesday, July 1st 7:00am – 7:30am

• You will receive: • Delegate or alternate identification • Proxy identification• Confirmed voting credentials • Voting device

Do Every Day:

Thursday, June 26, 2014 See Schedule-At-A-Glance

(On D12 website, Leadership Training, Attendee Training)

• Marketplace (Zonta Store) setup starting at 8:00am– Denver II & Black Hills – Other clubs?

• Marketplace open noon – 6:30pm – Shop early as items get sold out quickly

• Lots of free time

Friday, June 27, 2014 See Schedule-At-A-Glance

• District 12 Group Picture - 9:25am – Room 9 in Grand Ballroom– See map of Marriott meeting locations on D12 Website, Leadership Training,

Attendee Training– Be there at 9:15am – they don’t wait on anyone

• District 12 Meeting – 9:30am – 10:00am– Chrystal Ballroom D – See map of Marriott meeting locations & Marriott Convention Halls on D12

Website, Leadership Training, Attendee Training– Opportunity to meet other Zontians from D12 – Lynn McKenzie & Maria Jose Oestergaard will visit

• Optional to Wear D12 Cowgirl Outfit for these/all events today

Friday, June 27, 2014 See Schedule-At-A-Glance

• Open Forum 10:15am – 12:15pm – Be sure to attend – Informal meeting with ZI Board – lots of good information shared – Your chance to ask questions/comment – only delegates can speak in

business sessions • Delegate/Alternate Training 1:00pm – 2:00pm

– Required for Delegates & Alternates– First timers also welcome to attend (actually anyone can attend)

• Opening Ceremony & Reception 2:30pm – 5:30pm – Wear your best cowgirl attire (as on our D12 pins) with orange bandanas– Or just wear an orange bandana – available at district meeting at

convention – Parade of flags from 66 countries

• First Timers Meet & Greet 5:30pm – 6:30pm – Great way to meet other first time attendees!

Saturday, June 28, 2014 See Schedule-At-A-Glance

• Business Sessions 9:00am – noon – Delegates must attend – Formal parliamentary procedures used

• Lunch & Trade Show noon – 1:30pm – Service Recognition Award Finalists will have displays

• District Committee Chairs Meetings w/ ZI Chairs noon – 1:30pm – Foundation Ambassadors, Archivists/Historians, Advocacy, UN, Membership, PR AE, JMK, YWPA

• Rose 5K Fun Run/ Walk 6:00am– To raise $20,000 for ZIF Rose Fund– Hawks Landing Golf Course

Saturday, June 28, 2014 See Schedule-At-A-Glance

• Business Sessions 1:30pm – 5:30pm – Delegates must attend

• Meet the Candidates 5:30pm – 6:15pm – Everyone welcome to attend – Lines are long so choose wisely who you want to meet

• ZIF Reception (Individual Donor Reception) – by Invitation Only 7:00pm– See Donor Recognition at the Orlando Convention document on D12

website, Leadership Training, Attendee Training, for criteria to receive an invitation

Sunday, June 29, 2014 See Schedule-At-A-Glance

• Elections 8:00am – 10:00am – Only delegates allowed in auditorium during voting – Other attendees have free time

• Business Session 10:30am – noon, 1:30pm – 5:30pm – Bylaws discussed & voted on – See Bylaws (2014-2016) Review document on D12 Website, Leadership Training – Bylaws Review Session for Delegates/Alternates June 10th & 12th 6:30pm Mtn

time– Bylaws Blog for Q&A on ZI website – Member Resources, Convention,

Convention Materials, 2014 ZI Proposals for Amendments to Bylaws • Lunch & Trade Show noon - 1:30pm

– Zonta Says No displays

Monday, June 29, 2014 See Schedule-At-A-Glance

• Memorial Service 8:00am – 9:00am – All Zontians welcome to attend

• Business Session 9:00am – noon – Delegates must attend

• Lunch & Trade Show noon - 1:30pm– Membership & Fundraising Successes

• President Giving 12:45pm - 1:15pm– Members can give gifts/cards to Lynn McKenzie & Maria Jose Oestergaard– ZIF donations are most commonly given

Monday, June 30, 2014 See Schedule-At-A-Glance

• Workshops 1:30pm – 3:00pm – Based on your selection on the registration form

• ZIF Reception for Clubs/Districts 3:15pm – 4:00pm– See Donor Recognition document on D12 website, Leadership Training,

Attendee Training, for criteria to receive an invitation

• Workshops 4:00pm - 5:30pm– Based on your selection on the registration form

Tuesday, July 1, 2014 See Schedule-At-A-Glance

• Business Session 8:15am – noon – Delegates must attend– Goals for 2014-2016 Biennium– Proposed International Service Projects

• Free Time noon – 7:00pm• Closing Banquet 7:00pm – Late – Dressy Attire– Cirque du Soleil– Reservations can be made for a table – go to banquet seating desk in hotel– Installation of 2014-2016 Governors & ZI Officers

Other Items

• Attendee List – Advise Terri Otley terri@otleycpa.net of updates

• D12 Pins & Lens Cloths – Andrea Hovey tcufrog@hotmail.com will bring them to Orlando.

• Business Cards – See D12 website, Members Only, Templates

• Publisher Documents – may need help from someone in your club • Word Document - Modify yourself or send club logo, name, title, address, phone, & email address to

Janet Bergin at janetbergin@gmail.com & she will make a template for you to take to a printer– Nice to put in with a lens cloth

• How to Dress – Cowgirl Outfit and/or orange bandana for Opening Ceremony & optionally all day 6/27– Business Casual for all business sessions – take sweater or jacket – layers is best – Dressy/Cocktail attire for closing banquet

• Golf Groups – Contact Sarah Lee at sarahleez@charter.net

Delegates/Alternates/Proxies• Prior to Convention

– Review convention materials– 2014 Club Mailing sent to club presidents on 3/25/14

• On ZI Website in Member Resources, Tools http://www.zonta.org/ClubsLeadership/Tools.aspx

• Slate of Candidates• Proposed Bylaws Changes• Proposed 2014-2016 Biennial Goals • Proposed 2014-2016 Project Descriptions• Adopted 2014-2016 Budget

– Confirmation emails of proxies sent to clubs carrying proxy – bring to convention! • Credentials

– See Orlando Delegates/Alternates/Proxies spreadsheet on D12 website, Leadership Training, Attendee Training

– Delegates check in every day– Governors will be onsite June 26th through convention to assist with any issues. Call Sheila

(c) 303-507-9325 if help is needed

Delegates/Alternates/Proxies

• Voting – One voting machine given to each delegate – don’t lose it – 1 card to insert for each vote– Important matters should be discussed at club meetings, but convention is time to discuss

& learn new information. Delegates get the final vote based upon what they learn at the convention

– Clubs can advise the club carrying their proxy how they wish them to vote, but legally and technically, cannot tell the delegate how to vote

• Alternates – If the delegate becomes ill or has to leave for remainder of convention check in at

credentials desk

• After the Convention – Provide a verbal report to your club and determine what the club you’re carrying the proxy for wants

Conclusion

• The convention will be an educational & enjoyable experience• You will meet Zontians from all over the world! • You will get a better understanding of what Zonta is all about• You will have tons of fun! • Questions/ concerns not covered?